Venue Experiences Coordinator

Venue Experiences Coordinator Pacific Science Center - 4.0 Seattle, WA Job Details Full-time $26.00 - $28.39 an hour 8 hours ago Benefits Commuter assistance Disability insurance Health insurance Dental insurance Employee assistance program Vision insurance 403(b) Life insurance Paid sick time Qualifications Research Event vendor coordination Project management Vendor relationship management Contracts Vendor contract management Events management Productivity software Cross-functional collaboration Cross-functional communication Full Job Description At Pacific Science Center, our mission is to ignite curiosity in every child and fuel a passion for discovery, experimentation, and critical thinking in all of us. Our colleagues are passionate lifelong learners who live our mission every day. Each of us commits to bring an inclusion, diversity, equity, and access (IDEA) focus in every aspect of our work. Join our collaborative team and help steward our warm, welcoming, community-learning environment at PacSci. As part of our ongoing commitment to a diverse, equitable, and inclusive workplace, we're invested in building teams with a wide variety of backgrounds, identities, and experiences. Data shows that women and BIPOC candidates more frequently do not apply to a job because they don't feel that they meet all of the qualifications listed. If you have some of the knowledge, skills, and abilities listed and you share PacSci's values and support our mission, we encourage you to apply.

Position Title:

Venue Experiences Coordinator Department:

Venue Experiences Reports to:

Venue Experiences Manager Pay Class:

Full-time Regular FLSA Status:

Hourly, Non-Exempt Position Summary The Venue Experiences Coordinator is responsible for overseeing all aspects of event sales, planning, and onsite execution, ensuring seamless operations and exceptional guest experiences. This role plays a key part in producing engaging public and private events that support Pacific Science Center's mission and business objectives. The Coordinator must be highly organized, detail-oriented, and an effective communicator, capable of managing multiple projects while collaborating with clients, vendors, and internal teams. This role also supports revenue growth through venue rental sales efforts, vendor and program coordination, and proactive marketing support. Essential Duties & Responsibilities Event Sales, Planning & Execution Lead events from inquiry through execution, including selling, contracting, planning, and onsite coordination for both private rentals and public programs Oversee event setup, execution, and breakdown, ensuring high-quality delivery and adherence to timelines Coordinate event logistics including floorplans, vendor needs, staffing, and guest flow Evaluate event success through surveys, observations, and post-event reporting Customer Service & Guest Experience Provide a positive, informed, and engaging experience for all guests onsite Respond to inquiries via phone, email, and in person with accurate and timely information Confidently handle escalated guest concerns and resolve issues professionally Monitor guest flow, entry points, and event activity areas to ensure smooth operations Process transactions, including cash handling, as needed Operational Support Step into operational roles as needed to support successful event execution Ensure staff follow policies and procedures, including food service and alcohol protocols Collaborate cross-departmentally (Guest Services, Facilities, Exhibits, Custodial, etc.) to maintain event readiness and safety Maintain inventory of event supplies and submit reorder requests as needed Manage and maintain all Venue Experiences calendars (Tripleseat, internal spreadsheets, shared calendars, etc.) to ensure accuracy across teams Security & Safety Ensure the safety and security of staff, guests, and exhibits during events Enforce institutional policies and procedures, including ID checks and facility use guidelines Perform opening and closing procedures to secure the building Vendor & Educational Program Management Research, book, and manage vendors for events, with a focus on educational programming for 21+ experiences and public programs Own vendor coordination from start to finish, including outreach, site visits, logistics planning, contracting, and day-of communication Serve as the primary point of contact for vendors during events and ensure all needs are met Gather vendor information for marketing and ensure timely and accurate communication with internal teams Coordinate vendor payments post-event Venue Rental Sales & Marketing Support Identify and pursue new venue rental leads through online platforms, community groups, and in-person outreach Research and organize potential marketing channels (e.g., parent groups, online forums, local publications, event platforms) Manage and maintain external venue listing platforms (e.g., Eventective), including updating profiles, responding to leads, and tracking inquiries Support targeted outreach efforts such as engaging with online communities (e.g., Reddit, Facebook groups) to promote birthday parties and rentals Assist in creating and updating marketing materials (e.g., one-sheets, rental guides) Support marketing timelines by reviewing copy, ensuring accuracy, and coordinating signage and event information Programming Support Assist the Venue Experiences Manager in developing and curating new event programming Support research, outreach, and coordination of partners and vendors for 21+ events, birthday programs, and public offerings Contribute to the creation of innovative, mission-aligned experiences that drive attendance and revenue Administrative & Contracting Support Manage contracts using established systems and forms, ensuring accuracy and timely completion Track event details, communications, and documentation across platforms Support event alerts and internal communications to ensure teams are informed and aligned Other Duties Perform additional duties as assigned to support Venue Experiences operations and organizational goals Position Requirements Knowledge of vendor management and event contracting (including facility rentals and buyouts) Strong understanding of event planning and operational requirements Effective project management and organizational skills Proven ability to manage multiple events and priorities simultaneously Strong problem-solving skills and ability to remain calm under pressure Excellent written and verbal communication skills across diverse audiences Experience using Microsoft Office and event management systems (e.g., Tripleseat or similar) Ability to work collaboratively across departments and with external partners Demonstrated ability to deliver high-quality outcomes and guest experiences Compensation Pay is based on several factors, including market location, job-related knowledge, skills, and years of experience. In addition to base salary, all employees receive: Employee PacSci Membership Full-time regular employees (40 hrs/week) additionally recieve following benefits: Medical, Dental, Vision, basic life insurance, and disability insurance 4 weeks of vacation, 12 floating holidays, and sick pay 403(b) Retirement Savings Commuter benefits (regular employees working at least 20 hours/week) Employee Assistance Program Pacific Science Center stands with those who are courageously fighting against hate, racism, and injustice. We recognize that not being racist is not sufficient. We must be actively anti-racist, and we commit to doing so. We prioritize inclusion, diversity, equity, and access in everything we do. Curiosity and critical thinking are essential to the dialogue and changes that need to happen. Pacific Science Center complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at .